FAQs for Uploading an Excel File for Multiple Referrals
What is the purpose of the a.i.r. nyc Referral Template?
The a.i.r. nyc Referral Template is for making multiple referrals at one time and was designed to prevent data-entry errors. If you are only referring one patient, please use the online webform. Download the Referral Template here.
Should I use the Referral Template?
Can I reorder or change any of the column headings on the Referral Template?
No. Do not reorder or change any of the column headings. This will result in errors and you will be asked to resubmit the form.
Can I create my own template and export data from our existing electronic medical records (EMRs)?
You can, but we recommend you download and use the one we created for you. It will be easier and you will have fewer errors.
Why is there an existing entry in the Referral Template?
The second row, right under the column headings, is a sample entry. Use this row as guidance for formatting the data you enter.
Do I have to fill out the entire form?
Complete information allows us to conduct effective outreach. All the fields are important. Please make every effort to complete the entire form for each referral. Any cell that shows up as pink is a required field. Your form will be rejected if you fail to complete required fields.
What are the upside-down triangles that appear next to some cells?
For some columns, only certain values may be entered. Click on the upside-down triangle to open up a drop-down menu and select a value.
What happens if I enter the wrong information?
If you enter an invalid value into a cell, you will receive a pop-up window with the message, “The value you entered is not valid. A user has restricted values that can be entered into this cell.” When this happens, press “Cancel” and try again.
I’m using my own template and I keep getting errors. What should I do?
Use the Referral Template we provide. When there are errors for upload, please check to see that these general requirements are met. This is especially important if you are exporting directly from your EMR and not using the a.i.r. nyc template. The following fields can only accept answers that match a pre-specified list of values. To see these lists of valid answers, see Sheet 2 of our template file.
o Preferred language
o Does patient have Medicaid?
o Severity classification
o Prescribed medication (1,2,3,4)
o Frequency (1,2,3,4)
o Has had ED visit in last 12 months?
o Parent language
o Referral site
Are there required answers for certain fields?
Yes. The following examples show some of the required answers:
o If you enter “Yes” for “Does patient have Medicaid?” you must enter a CIN.
o If you enter “No” in “Has had ED visit in last 12 months?” you must specify the reason for referral in the “Other Information” field.
o Date of referral is a valid date in mm/dd/yyyy format between 01/01/2016 and 01/01/2100.
o Date of birth is a valid date in mm/dd/yyyy format between 01/01/1900 and 01/01/2100.
o Email address entered contains no spaces and an “@” symbol, and a period.
What are some common error messages?
If there are errors with the upload, our web page will display those on the referral page. Here is some guidance on how to handle the most common errors:
1. System.DmlException: Insert failed. First exception on row 0; first error: REQUIRED_FIELD_MISSING, Required fields are missing: [Date_of_Referral__c]: [Date_of_Referral__c]
If you see something like this, with REQUIRED_FIELD_MISSING, it means you did not enter a value for one of our required pieces of information. Look to the end of the error to the fields listed in the brackets. Their names may contain underscores and a “___c” at the end but more or less are similar to the column heading on the Excel template. In the example above, the date of referral is missing from the Excel template.
2. System.DmlException: Insert failed. First exception on row 0; first error: STRING_TOO_LONG, Last Name: data value too large: (aaaa...) (max length=80): [LastName]
If you see “STRING_TOO_LONG,” it means that the value you entered had more characters than allowed for the field listed at the end of the error. In this case, the field in which there was an error is the Last Name. You’ll notice that the “max length” in this example is given as 80 – this indicates that at least one patient in your file had more than 80 characters entered for their Last Name, producing an error.
3. System.DmlException: Insert failed. First exception on row 0; first error: INVALID_EMAIL_ADDRESS, Email: invalid email address: bademail.com: [Email]
If an “INVALID_EMAIL_ADDRESS” error appears, it will also list the email that produced the error. Please make sure that all emails contain no spaces, a “@” and a period.
4. System.DmlException: Insert failed. First exception on row 0; first error: FIELD_INTEGRITY_EXCEPTION, Birthdate: invalid date: Fri Jan 01 00:00:00 GMT 180: [Birthdate]
If you see an “FIELD_INTEGRITY_EXCEPTION” with an “invalid date” in the error, please check that the date is in mm/dd/yyyy format and falls within a reasonable range (see Data Validation above).
I don’t see an answer to my question here. Who should I contact? Please email David Shilane. Thank you.